Administrative Assistant

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation‘s top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

ADMINISTRATIVE ASSISTANT

Job Title: ADMINISTRATIVE ASSISTANT

Position Description and Occupational Summary:
Manage the office of an executive-level deputy director, performing various administrative duties with discretion and judgment. Represent the executive‘s interests, manage their schedule, and act as a liaison for national and international clients. Maintain financial records and support assistant directors as needed.

** NOTE: This position may have an opportunity to work remotely. All Duke University and Duke Health remote workers must reside in one of the following states or districts: Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC., Washington (State), Connecticut, Indiana, Michigan, Maine, Ohio and New Hampshire.

Position Responsibilities:
Report to Daniel Benjamin MD, PhD, Deputy Executive Director, Duke Clinical Research Institute. Responsibilities include supporting Dr. Benjamin in his roles at DCRI and Duke.

Administrative Support Responsibilities:

• Manage Professional Commitments and Complex Schedules: Relieve the executive of administrative details by managing their professional commitments and complex schedules. This includes maintaining complex Outlook schedules and calendars, determining the accessibility of the executive‘s schedule, and providing back-up material for all executive callbacks.
• Maintain Professional Environment: Present a professional environment and demeanor to all guests of the executive office, maintaining appropriate decorum and respect for visitors. This involves screening internal and external calls and visitors to control interruptions, providing pertinent information prior to meetings, arranging amenities as needed, and helping meetings end on time.
• Handle Correspondence and Documents: Compose correspondence and reports for processing and for the executive‘s signature, including those from outside vendors, partners, research organizations, and others requiring professional responses. Prepare correspondence, general communication materials, manuscripts, and grants for the executive from written or typed drafts, dictation, researched information, or personal knowledge. Proofread and edit documents to ensure accuracy, clarity, and consistency of content.
• Coordinate Meetings and Prepare Materials: Coordinate workflow by providing all dossiers, presentations, and information as necessary in the proper preparation of scheduled meetings, conferences, speaking engagements, and other commitments. Take initiative with schedules, correspondence, and communications in and through the office whenever possible. Keep a log of all regular meetings where executive attendance is required (weekly, monthly, annual); preparing in advance any materials/presentations needed for subsequent attendance.
• Act as Liaison with External Contacts: Receive and initiate extensive, regular outside contacts on behalf of the executive with executives and boards of directors of other companies, regulators, sponsors, international organizations, and government agencies. Act as a liaison for national and international clients.
• Oversee Travel Arrangements and Financial Records: Oversee or manage all travel arrangements, detailed itineraries of travel, meetings, agendas, and logistics of off-site commitments. Maintain all financial records as directed.

Financial responsibilities:

• Account Monitoring and Reconciliation: Monitor and reconcile monthly General Research Accounts and other related accounts. Track all relevant fund codes and maintain records of budget expenditures and the financial status of multiple projects.
• External Services Management: Maintain a detailed spreadsheet of all external services, including consulting, presentations, and training. Ensure accurate records of accounting, taxes, deductions, income, and other necessary financial information.
• Financial Software Proficiency: Maintain knowledge of Duke financial software, including SAP, Concur and other reporting programs. Work with Faculty Support to maintain records on the distribution of other support.
• Expense Processing: Oversee or process all travel expenses for submission and reimbursement for Duke and vendors. Maintain all expenditures for balances, correct coding, invoicing, and submission for accounting.

Required Qualifications:

• Education: Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field. Prefer Bachelor‘s Degree.
• Experience: Work requires 4 years related business or administrative experience to become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.
• Competencies: Professional presentation, decision-making skills, ability to multi-task, and proficiency in Microsoft Word, Excel, and PowerPoint.

Work requires a general educational background normally equivalent to a full high school education plus two years post-secondary education in a business-related field.

Work requires 4 years related business or administrative experience to OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE. become familiar with general personnel practices, accounting and budgeting principles and coordination of major office activities.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual‘s age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.